Recording Content and the Details of the Sent E-mail in Notes
Officers typically use this as an alternative to uploading the e-mail sent to the client as an eDoc and attaching it to the outgoing correspondence record. As such, they will use this only in the event that they experience technical difficulties with the eDocs function in the Global Case Management System (GCMS).
The officers would need to:
- Copy the content of the e-mail sent
- This would also include copying details of the date and the time the officers sent the -mail and the e-mail address to which the officers sent the e-mail
- Navigate to the ‘Notes’ tab in the client’s application
- Click ‘New’ for creating a new note and,
- Paste the contents of the e-mail sent in the note and click within the main screen for saving the note
Situations could arise where the clients provide their consent to Immigration, Refugees and Citizenship Canada (IRCC) for receiving communications via e-mail. In this scenario, the offices would need to notify the applicant that the officers have transferred the applicant’s file to another office. The offices would need to send this notification via e-mail immediately. However, this instruction only applies to major file transfers for processing purposes such as those file transfers that typically move from an inland case processing centre to a visa office overseas. As such, it does not apply to file transfers related to triaging.
In many cases, the likelihood exists that one office might have been sending all communication to a client initially. Thereafter, the officers would transfer the file to another office. Whenever this takes place, the officers would need to remember that they need to notify the client of this transfer of files.
Source: Citizenship and Immigration